Versatile and initiative-taking professional, the Business Development Proposal Coordinator reports to and receives assignments primarily through the Business Development Manager, but will also assist the Business Development Vice President, Directors, and other senior Construction staff. Working under minimal supervision, the proposal coordinator takes on various responsibilities to ensure the successful completion of projects and the overall effectiveness of the Business Development (BD) team, including proposals, qualification documents, presentations, database management, project data sheets, trade shows, and other services and materials as requested. The Business Development Proposal Coordinator plays a pivotal role in streamlining processes, ensuring compliance, and enhancing the overall effectiveness of the Business Development team in securing new opportunities for the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following:
- RFP/RFQ/BID Analysis:
- Conducts detailed analysis of RFP/RFQ/BID documents to understand the client’s requirements, objectives, evaluation criteria, and timelines for response.
- Proposal Development Coordination:
- Schedules and leads proposal development kick-off meetings to discuss requirements and review compliance items.
- Collaborate with cross-functional teams, marketing, subject matter experts, and technical teams, to gather information and insights required for proposal development.
- Develops Responsibility Matrix mapping specific deliverables, deadlines, and requirements for proposal development and submission.
- Develop, organize, and maintain materials for proposal submission.
- Communication, Assignment Tracking, Deadline Management:
- Proactively tracks and maintains communication and assignments among team members to ensure internal deadlines are met.
- Proposal Layout and Design:
- Translates proposal and presentation strategy into a compliant layout, incorporating compelling graphics, charts, and written communication consistent with corporate objectives, utilizing Adobe InDesign, Adobe Photoshop, and Adobe Illustrator, which enhance the visual appeal and effectiveness of the proposal/presentation.
- Proposal Writing:
- Write, edit, and organize non-technical content for proposals, ensuring clarity, coherence, and alignment with the client's needs. This may include executive summaries, solution descriptions, case studies, and other relevant content.
- Produces compliant, professional proposals with minimal direction, ensuring accuracy, proofreading, and on-time submission.
- Presentation Support:
- Creates PowerPoint presentations and coordinates rehearsal meetings, ensuring all arrangements for final presentations are in place.
- Executive Assistance:
- Acts as the primary support to the Executive Assistant in the production and editing of General Contracts and associated Exhibits.
- Drafts client letters and letters of recommendation in a professional writing style.
- Administrative Support:
- Assists in maintaining company website content.
- Prepares reports and manages various administrative tasks to support the BD team.
- Assists with the preparation and distribution of materials for potential clients.
- Develop and maintain proposal resources, firm experience, resumes, and project descriptions.
- Event Coordination:
- Coordinates events and trade shows to enhance the company's presence and networking opportunities.
- CRM Database Maintenance:
- Assists in maintaining the Company's CRM database.
- Research and Analysis:
- Conducts Capital Outlay research for future pursuit analysis.
- Assists with annual departmental budget development and ongoing budget tracking.
- Flexibility and Additional Duties:
- Undertakes any other duties as required to contribute to the success of the BD team.
EDUCATION and EXPERIENCE:
Minimum of 1 year experience in Business Development, Proposal Development or Marketing, in the A/E/C industry. Bachelor’s degree in Communications, Marketing or Graphic Design preferred, or equivalent combination of education and experience. A commitment to working in a team with a flexible and positive approach to problem solving and the ability to interact effectively with all levels of management is essential.
COMPUTER SKILLS:
Extremely proficient in MS Office and Adobe Creative Suite with emphasis on Photoshop and InDesign.
OTHER SKILLS and ABILITIES:
- Strong Page Layout Design, Typography, and Color Theory skills as well as the ability to quickly learn new applications including becoming proficient with AIA Contract forms.
- Experience in proposal coordination and presentation development with working knowledge of proposal fundamentals
- Aptitude in editing, formatting, and proofreading of documents.
- Excellent use of the English language, strong writing skills, and an ability to solve problems quickly in a fast-paced environment are required.
- Positive “can-do” attitude, ability to set priorities and exhibit strong time management skills, excellent attention to detail, communication skills, high energy level and a sense of humor essential.
- Willingness and ability to manage the simultaneous requests of senior management, project managers, and marketing staff and ability to adapt to different team pursuits and dynamics.
- Ability to work efficiently, accurately, and productively under the pressure of tight deadlines.